Minutes - City of Rapid City

CIP MEETING
CSAC/Third Floor West Conference Room
May 16, 2003
Finance Officer James Preston called the meeting to order at 10:00 a.m. with the
following members present: Dan Bjerke, Alan Hanks, Ron Kroeger, Tom Murphy,
Martha Rodriguez, Bob Wall, Bill Waugh and Stuart Wevik. Also present were
Diane Rietman of the Rapid City Journal, Larry Kostaneski of Centerline, Hani
Shafi of Dream Design International, Inc., representatives from KEVN and KNBN
and the following staff members: Project Administrator, Rod Johnson;
Engineering Division Manager, Randy Nelson; Fire Chief Gary Shepherd, Police
Chief Craig Tieszen, Transportation Planning Coordinator, Patsy Horton and
Administrative Secretary, Donna Winter. Mayor Jim Shaw was also in
attendance.
Motion was made by Bjerke, seconded by Ron Kroeger and carried to approve
the minutes of March 14 and April 11, 2003.
Preston went through the Financial Reports with the Committee. Preston will
verify the funding amount of the Cathedral Drive Pedestrian Signal on the
March 31, 2003 CIP Contingency Report.
Alan Hanks presented a request for the repair of the Minneluzahan Parking Lot
in the amount of $10,000. He explained the parking lot is “falling apart”. There
are ruts, it’s very uneven and he feels it is a safety hazard for the elderly. Hanks
has visited with Don Brumbaugh at the Street Department and Brumbaugh said
they could use the paving machine to repair the parking lot for approximately
$10,000. The money is not in their budget so they are requesting the funds from
CIP. Kroeger pointed out there is already $30,000 budgeted for the
Minneluzahan Center (Parking Lot) under the Government Buildings Five-Year
Plan for 2003. Hanks will coordinate with someone in Public Works to contact
Don Brumbaugh of the Street Division. (No motion necessary.)
Chief Craig Tieszen explained the circumstances surrounding the Public Safety
Building Expansion Project. He is requesting an additional $900,000 over
what has already been allocated to complete the entire project. Hanks asked if
we could bond for this amount and we could commit through CIP to back that
portion of our bond for $900,000. Preston explained there isn’t time to get a
bond. Kroeger asked if we could we use the Evidence Building – Steele
Street estimated cost of $400,000 and Fire Department Burn Building
estimated cost of $250,000 along with the St. Patrick/Elm Street Intersection
Improvements. Murphy expressed concern about the St Patrick/Elm
Intersection—could possibly take the signal light but not the repairs of the
intersection. Mayor asked if St. Patrick/Elm Street Intersection lighting and
repair projects could be done separately? Bjerke explained they could. Chief
Tieszen explained the Evidence Building has decreased in priority and can be

CIP Committee Meeting May 16, 2003
delayed. Chief Shepherd explained the Burn Building is a priority because they
have a lot of new firefighters. He added they have been without one for quite a
while and they don’t have a deadline on this like the Public Safety Building, so if
the Burn Building is deferred it would be all right. Discussion continued to
possibly delay the Dahl funding another year. Stuart Wevik encouraged
someone to invite a representative from the Dahl to Monday’s meeting. Mayor
Shaw requested that Bill Waugh check with the Dahl to have someone present at
Monday night’s Council Meeting regarding funding whether yes, they are ready to
go—or no, they can be moved back a year. Preston explained other ways to
fund the $950,000 if bonding doesn’t work out. Motion was made by Kroeger,
seconded by Rodriguez to direct the staff (before the next Council Meeting on
Monday, May 19 th ) to check into the bonding of $950,000 to see if it is feasible;
also to give approval to Chief Tieszen and the County that the CIP program will
fund the other $950,000 by using $300,000 from the Elm Street/St. Patrick
Street Intersection from the Streets and Drainage portion, $400,000 from the
Evidence building – Steele Avenue identified in 2005, and $250,000 from the
Burn Building identified in 2004. Mayor Shaw added the first priority is to
commit $900,000 for the Public Safety Building. The only issue unresolved is
the Elm/St. Patrick Street issue. Dan Bjerke explained they review street
projects every year so there is no reason why they can’t come back at a later
time. Rodriguez called the question. Motion was unanimous.
Mayor Shaw and Chief Tieszen left the meeting at this time.
Report on Streets & Drainage Expenditures. Preston submitted a copy of the
revised Cash Flow Analysis Spreadsheets. Preston explained that he and
Nelson do cash comparison on the spreadsheet every month and at the end of
the year they recap that. At the end of 2002, Nelson has all his funds that he has
budgeted for this year, plus there is another $1.5 million carryover that we had to
pay for, so that’s why several years ago Preston asked that financial reports be
done on a cash basis. Preston commended Nelson on the work he has
accomplished on this project. In the process they have found $486,830 in the
carryover for the following projects that have been dropped or completed,
however the report showed the funds were still obligated: Fire Station deduct
$108,600 which is duplicated in government buildings; North Shore
Improvements deduct $11,965 which is duplicated in Parks and Recreation; deobligate
encumbrance of $173,221 for Farnswood Street/Drainage Project
(project dropped); de-obligate encumbrance of $100,092 for I-90 Detention Pond
(paid 5/01); and deduct $92,952 for 44 th Street, as this portion was paid by
County and shown in the revenue section. The first sheet showed $7,689,200
Streets & Drainage, by making those corrections the total actually comes to
$7,202,370. Preston also explained that Nelson believes he found in Streets
and Drainage about $550,000 of funds that should be charged towards the Water
and Sewer projects. Nelson is going to develop a sheet that lists the projects—
what was coded and what it should have been coded out of. That money will go
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CIP Committee Meeting May 16, 2003
over against the enterprise funds. We have reconciled about one million of the
1.5 million that we disagreed on.
Rod Johnson explained the Black Hills Polo Fields Conversion Project is the
final project in the Park & Recreation funding. They opened bids May 15, 2003
and the Parks & Recreation met yesterday. They had $100,000 budgeted and
bid project with a base bid and then alternate bids. Alternate bids are for
sidewalk along the south side of the polo fields, the full length, along St. James
Street (on the south side). The sidewalk was not in the original budget it was
added because of safety concerns. Have funding available in Parks and
Recreation. Every year $20,000 is allocated for acquisition of parkland. The
recommendation of the committee is to take that funding from the parkland
acquisition and move it into the Polo Field Project to fund the project in its
entirety. From the parkland acquisition standpoint, they don’t anticipate that they
would be spending any money on land acquisition in 2003. Hanks expressed
concern about not accumulating money to buy land for additional parks and feels
that the $15,000 bid for the sidewalk could be cut from the Polo Field. Rodriguez
felt the sidewalk was necessary during tournaments or to aid the handicapped.
(Tom Murphy left the meeting.) Motion made by Bjerke seconded by Rodriguez
to approve the bid award of the Polo Fields Conversion Project as recommended
by the Parks & Recreation Subcommittee. Preston added he believes that we
need to get more parkland, maybe this is not the right place to get it—he would
encourage that on the next 2012 go-around some money should go into Park
Land Acquisition. Roll call was taken: AYE: Bjerke, Kroeger, Rodriguez, Wall,
Waugh & Wevik; NO: Hanks. Motion carried, 5-1.
Information: Rod Johnson reported they opened bids on the final phase of Park
View Softball Complex. Bids were $100,000 over (including permits). Original
budget was $900,000. Public Works is going to recommend continuing for two
weeks. Hanks said if we need to there could be that money in 2012, since we
don’t have to find the money for the Public Safety Building.
The next meeting of the CIP Committee will be held on June 20, 2003 at 10:00
a.m.
The meeting adjourned at 11:25 a.m.
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